POManualV1

Autocam Requisition System User Guide

Version 1.0

DRAFT

8/5/2009

Table of Contents

Chapter 1: System Overview ........................................................................ 3

Purpose of the system .......................................................................... 3

System Workflow Overview ................................................................ 4

Chapter 2: Creating requisitions .................................................................. 8

Viewing your requisitions .................................................................... 8

Creating/Editing your requisitions ................................................. 10

Adding attachments ........................................................................... 12

Creating requisition lines .................................................................. 13

Submitting requisitions for approval ............................................ 15

Standard notifications to submitter .............................................. 16

Re-opening/submitting requisitions ............................................. 17

Chapter 3: Requisition Approvals ............................................................. 18

Approving using email ....................................................................... 18

Approving using web interface ....................................................... 20

Chapter 4: System Administration ............................................................ 21

Creating/Maintaining Users ............................................................. 21

Adding/Maintaining User Rights .................................................... 23

Creating/Maintaining Groups.......................................................... 25

Creating/Maintaining Group Rights .............................................. 25

Maintaining Global Settings ............................................................ 26

Chapter Summary:

�� Purpose of the system.

�� System Workflow Overview.

�� Accessing and using the system.

Purpose of the system

The system main purpose is to allow the better management of purchase requirements of

the company and to allow a more robust workflow in the purchase approval process. Some

of the major enhancements to the requisition system from today’s environment are as

follows:

• Allow requisition preparation prior to submission.

• Support for attachments to purchase requisitions and they will be attached to the

approval request(s)

• Expanded email integration

• Support for remote device approvals, i.e. smart phones

• Unlimited number of lines per PO

• More flexible and enhanced security configuration for administrators

• Multi-level approvals

• Approval history maintained and visible with versioning

• Support for Inventory and sub-contract items, not just memo items

• Email reminders for failure to respond to approval requests

• Closing of requisitions when goods received.

This system when used correctly will allow better management of your purchase orders and

requisitions.

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System Workflow Overview

Primary Process

The primary process is pretty straight forward. The user submits the requisition and the

system determines based upon their spending level whether an approval is required. If it is

not a purchase order is created. If either one or more approvals are required, then an

approval sub-process is activated. If the sub-process returns approved, then a purchase

order is generated. If it is rejected then the user receives a notification indicating it has been

rejected a long with any comments from his/her approver. If the purchase order is created, a

PDF version of the purchase order is sent to the requestor.

Approval Sub-Process (Notify Approver)

The approval sub-process handles all of the PO approval tasks and simply return either

approved or rejected. The sub-approval process is limited to two(2) levels. We are

considering a 3rd level in future versions.

Accessing and using the system

You can access the system from the purchase order link “Intracam Purchase Order System”

on the main Corporate/Purchasing page.

You may also user the following link:

http://appsvr.autocam.priv/pls/apex/f?p=110:1

The system will always home you at the “My Requisitions” page. You can switch to other

pages using the tabs across the top of the page. Which tabs you have will be determined by

your security level. Contact the purchasing group if you cannot access something and you

feel you need to access.

Below is a sample “My Requisitions” report page from the requisition system:

Tips:

• This system supports both the medical and automotive divisions. You can change

divisions by clicking on the Domain link at the top.

• Some of the report columns are sortable. Simply click on the column heading.

• The edit icon is typically located to the left. The print icon is typically located to the

right.

Below is a sample data entry page from the requisition system:

Tips:

• Button definitions:

• Ok means “Save and return to previous screen”

• Cancel means “Do not save anything and return to previous screen”

• Delete means “Delete the current record and return to previous screen”

• Apply means “Save and continue with the current screen”

• Submit for Approval” Means you are finished and you want to submit to your supervisor

for approval if necessary

• Adding attachments uses the browse button

• Drop down and date lookup are standard

Chapter Summary:

�� Viewing your requisitions

�� Creating/Editing your requisitions

�� Adding attachments

�� Creating requisition lines

�� Submitting requisitions for approval

�� Standard notifications to submitter

�� Re-opening/submitting requisitions

Viewing your requisitions

To view your requisitions in the system simply click on the “My Requisitions” tab at the top.

A screen similar to the following will be displayed:

The following sortable fields are as follows:

1. Requisition Number

2. Status

3. Create Date (default and descending)

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4. Vendor#

5. Vendor Name

6. Due Date

7. Ship to

The following additional fields are displayed:

1. Current Revision

2. Assigned PO Number

3. No. of Lines

4. Pre-Tax Total

The edit icon is located on left side of each row. This icon when clicked will display the

requisition in an editable format, see the next section. The print icon on the right side when

clicked will display the requisition in a new window in a printable format.

The screen also includes a search box for find requisitions. The system will search through

requisitions on various fields looking for the entered text.

Tips:

The following statuses are active as of the time of this writing:

• Open The requisition is still being developed and has not been submitted

for approval

• Submitted The requisition has been submitted for approval. If approval is

necessary it may stay in that state until your supervisor approves the

requisition

• Approved Your requisition has been approved and is waiting to be created in

MFGPRO. The purchase order may go directly to approved if the

requisition is within your spending limit

• Posted The purchase order has been created in MFGPRO and you should

receive a copy in your email. You can also click on the purchase order

number to view/print the purchase order

• Rejected The requisition has been rejected by your supervisor and you may

change the requisition and resubmit

Creating/Editing your requisitions

To create a requisition click on the create button at the top left of the My Requisitions page

described in the previous section. The following vendor selection screen will appear:

You may either browse the suppliers using the toggle arrows on the bottom right or use the

search box at the top left to narrow your search. As you notice in the example above the

contents of the search box will be highlighted in red.

Select your supplier by clicking the link under the vender# field.

TIPS

• Typically stay away from using more than one word for searching otherwise the word

spacing must be exact.

The following screen will then be displayed:

Working from left to right and down, complete the fields as follows (All fields marked with an

asterisk will be required before submission.):

Ship-to Enter the Autocam location where the product should be shipped.

Site Enter the Autocam location that should be charged for the items.

Job# This is a reference field and can indicate the job you are working on.

Due Date This is the due date that will be used as the default on all line items.

Project If this should be charged to a specific project select the look-up icon and

select the project from the list. Only projects you are authorized to

change will be displayed.

Currency Select the supplier currency.

Ship via Enter the freight company that should ship the product.

Ultimate

user

Enter the person who should receive the items when they are received.

Contact Enter the supplier contact who you talk to about the order.

Comments This is open for any comments that should be communicated to the

supplier. The supplier will see these comments.

Select either OK or apply to create the requisition. See chapter 1 for a description of the

buttons,.

Adding attachments

Adding attachments like quotes, drawings, ROI calculations is easy and straightforward.

This is done from the requisition header page. These attachments are added to the email

notifications for approvals. Simply use the browse button to select your file and add a

description. A description is required.

Creating requisition lines

After your create the requisition by clicking Ok or Apply, the following section will appear

To add items to you requisition, click on the add button. The following screen will then be

displayed:

Working from left to right and down, complete the fields as follows (All fields marked with an

asterisk will be required before submission.):

Site Enter the Autocam location that should be charged for the items.

Due Date Enter the date the order must be delivered to you.

Item Number Enter the item number. If this is an Autocam item the type will

change to an inventory item.

Item description For inventory items the description will change to the MFGPRO

description, other wise you must enter a description

Line Type Inventory – This is an inventoried item.

Sbcontract – This is a sub contract service. The Work Order and

operation must be completed(see below).

Memo – All non-inventory and subcontract service items.

Taxable Check this box if the item is taxable. If you are unsure contact the

accounting group.

Cost center You must use the lookup function. Select the cost center that must

be charged. Only cost centers you have access to will be available.

Account You must use the lookup function. Select the appropriate cost

account to charge. Only the accounts you have access to will be

available.

Project You must use the lookup function. Select the appropriate project

to charge. This may or may not be necessary. Only the project you

have access to will be available.

Vendor Part# For inventory items this most likely will be automatic. You may

override this value.

Description For inventory items this most likely will be automatic. You may

override this value.

Work Order This is the work order lot number.

Revision This is the item number revision.

Op# This is the operation number. This only applies to subcontract

operations.

Quantity Required This is the quantity needed to be ordered or requested.

Unit Cost This is the cost of the item.

Comments The are option but are normally useful for communicating special

instructions to the vendor.

Submitting requisitions for approval

After creating your requisition you need to submit for approval. If the purchase order is

within your spending limit then the requisition will automatically be approved. If an

approval is required then you will receive an email summarizing your requisition and the

approval process.

To submit your requisition to your supervisor, simply click on the submit for approval

button. Any errors are displayed above the requisition and in-line next to the item in error.

Standard notifications to submitter

Below is a notification you will receive if the requisition has been sent to your supervisor for

approval. This is just a notification and no action is necessary. If the requisition is within

your spending limit and no approvals are necessary then this notification will not be sent.

Below is a notification you will receive once a requisition has been approved by either your

supervisor or your supervisor’s manager. If a requisition amount is above your supervisor’s

authority then it will go to his/her manager for a second level approval.

Below is a notification you will receive once a requisition is converted to a purchase order.

As you can see a copy of the purchase order will be attached to the notification. No action

is necessary.

Re-opening/submitting requisitions

Once you have submitted your requisition for approval you can re-open your requisition

until the requisition has been converted to a purchase order. Once the requisition has been

converted to a purchase order and approved you can no longer modify the purchase order.

If the purchase order has not been received then you can cancel the order and process your

requisition by re-submitting its entirety.

Chapter Summary:

�� Approving/Rejecting using email

�� Approving/Rejecting using the web interface

Approving using email

If you are marked as the approver for an individual and that individual submits a requisition

that the total exceeds there spending authority, you will receive an action request to

approve his/her requisition via email. The email will contain at least one PDF attachment

which is the requisition. The email will also include any other attachments added by the

user. You have two options, you can respond to the email using the action links to either

approve or reject the requisition. You can also use the embedded link “here” to view all your

approvals and process them all together (see later section).

The capability to respond via email allows the process of approval requests via mobile

devices, off-site, etc.

To respond via email simply click on either approve or reject action links. In your email

program the following preformatted message will be displayed.

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The format of this message is critical for the message to process accurately. The following

rules apply:

1. Do not change the “To” address field. If you would like to maintain a copy of the

approval you may address to yourself using the cc or bcc fields.

2. All comments you would like to add must appear between the 2 single quotes and

show below.

3. Do not change or remove the line that begins with “NID[“ or “Action:”. These lines

identifies the notification and instructs the system on the action to take.

After sending this message your response will be processed.

Approving using web interface

If you have several requisitions to process and you have access to the Autocam systems. i.e.

Intracam then clicking on the embedded link “Here” in the approval message will log you

into the Requisition System and allow you access to the “My approvals” tab. This will display

all of your approvals (see below) and allow you to view the requisitions, view attachments,

and process them by selecting either Approve or reject. You may also add comments to

each requisition approval. After selecting either approve or reject you must click on the

process button for the actions to be submitted.

You may process some or all of them.

View Req

View

Attachments

Chapter Summary:

�� Creating/Maintaining Users

�� Adding/Maintaining User Rights

�� Creating/Maintaining Groups

�� Creating/Maintaining Group Rights

�� Maintaining Global Settings

�� Browsing other buyers requisitions

Creating/Maintaining Users

All users that will either create requisitions or approve them will need to be created in the

system. Creating a user is quite simple. Simply click on the user tab at the top of the screen.

From the screen below simply click on the create button in the upper right hand corner.

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The add new screen will then be displayed:

Complete as follows:

1. Enter the users login name

2. Enter their approval limit

3. Enter their approver’s login name

4. Indicate if this user is an Administrator. Administrator’s can perform all of the

functions in this manual’s Chapter 4.

5. Default Ship-to: Enter the ship-to this user typically buys for.

6. Default Account: Enter the default account this person usually charges, i.e. MIS

person would be “Computer Supplies”

7. Default Cost Center: This is the users default cost center, for example a QA person

would get “Quality Control”

You may also copy a user by clicking on the “Copy User” button. You will be presented with

the following:

The copy user action will copy the user to a new username with all it’s permissions.

Adding/Maintaining User Rights

For each user you have the options of setting specific rights for sites, accounts, cost centers

and projects. In addition to user specific rights you can assign them to groups which also

has specific rights (See section below). The group rights are accretive to specific user rights.

To maintain user rights, simply click on the pencil icon and the following screen will be

displayed:

You have the option of simply typing into the fields with the entries separated by commas or

using the popup icon.

By clicking on the popup icon you will be presented with a list of possible values similar to

the following:

As you can see the entries already selected will automatically be selected. You can simply

add items or remove them by selecting or deselecting them then pressing the save button.

Creating/Maintaining Groups

Creating or maintaining groups is exactly the same as users except without defaults and

approvals. From the groups tab simply click on the create button and enter a code and

description.

Creating/Maintaining Group Rights

Maintaining group rights is identical to maintaining user rights. Simply click on the pencil

icon in the group list and maintain lie the user rights (see above section).

The difference between the user and group rights is the site rights are by user only so this is

missing from the group rights screen.

Maintaining Global Settings

Global settings are entered once and usually never adjusted. The global setting are

displayed and explained below:

1. Financial user This is the user that will receive a copy of all approvals.

2. CEO User This is not used at this time.

3. First Approver time-out This is the number of days the will elapse between the

approval required notification and the next reminder.

4. Second Approver time-out This is the number of days the will elapse between the

approval required notification and the next reminder for

the second level of approval.

5. Purchase Approval time-out This is not used at this time.

6. Financial Dept. Time-out This is not used at this time.

7. Ship-to’s This are the MFGPRO address codes available

from ship-to

8. MFGPRO version This setting should match the MFGPRO version in order

to process the requisions and creating purchase orders.

9. Test mode This is not used at this time.

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